By communication, people exchange. Communication is an essential characteristic of human life, which is why we all spend most of our time either get or ask for information. Lack of communication creates tension and destroys personal and business relationships. The ability to exchange information or conversation with others is crucial to the success of individual, family or business organization. It should be noted, however, that it is one thing to communicate but quite another thing to communicate effectively.
Ineffective communication usually results in failure, as it is not to achieve an appropriate response in the form of feedback from the receiver. This is the bane of many business organizations. Many managers communicate, but often not very effectively. Lack of ability to communicate effectively by managers is the reason for the failure of many companies. Every company or business organization needs an effective communication network to function properly and achieve the set goals. This article will focus on the vital role that effective communication plays in the everyday activities of the agency business. Let’s start by looking at the meaning of effective communication from different angles and go explore its importance and how it can be achieved in business.
Looking at the meaning Effective communication from different angles
The ultimate goal of every form of communication – face to face meetings, telephone discussions, teleconferencing, videoconferencing, interview, email, letter or memo – get the expected response in the form of feedback from the receiver to the transmitter. This is what effective communication is about. It is about ensuring that the information is well packed and properly communicated, so that the recipient understands the message and responds positively. In other words, effective communication is one that achieves results which it is intended.
Communication can be seen from different angles, such as mode of expression (oral or written, or even non-verbal communication), for the purpose of communication, the audience, the flow of information (vertically, horizontally or diagonally) , etc. Communication can be internal (within the organization) or external (with external). It can also be interpersonal or group communication; human when it involves two people and group when it takes the form of meetings, discussions, seminars, conferences and workshops. There is also a media that has to do with communicating with the masses by way of radio, television, newspaper, Internet, etc.). From each corner is seen, communication can only be considered successful when it results in the desired feedback.
Oral communication involves the use of spoken words and could be in the form of face-to-face conversation, interview, telephone discussion, voice mail, meetings, group discussions, instructions orally, teleconferencing, videoconferencing, etc. Oral communication is quick and allows immediate feedback as well as immediate response to feedback. Participants can ask questions and receive immediate explanation. Moreover, gestures, and facial expressions can be used to reinforce the intended message. Limitations verbal communication sensitivity to errors and misinterpretation and lack of stability.
Written communication, as the name suggests, involves the use of written words. It can come in different forms of letters, memoranda, reports, minutes of meetings, writing speeches, etc. Written communication has the advantages of review before transmission, permanence and access control. It also reduces the risk of distortion of the meaning; thus, it can be considered as the ideal medium long and complex messages, if the intake of many intermediaries, can be easily distorted or misinterpreted. Another advantage of the written media is that it is easily reproduced in many ways (eg photocopying services) and distributed to multiple recipients. One of the major limitations of the delayed reaction; reading long documents can be tedious and write response could also be delayed by a number of other factors. Written communication also lacks the presence of gestures, facial expressions and other body language that can strengthen the meaning of communication.
The choice of medium of communication depends on the nature of the messages sent. As previously noted, the written medium is the perfect medium for transactions that require permanent documents, oral medium is ideal for messages that require immediate response. One has to consider the circumstances in order to determine whether to use the voice, face to face meetings, e-mail, a typed and signed document, etc. The factors to be considered when choosing the medium of communication are: importance, formalities, the risk of misinterpretation, confidentiality , right or need for future reference, the nature and size of the audience, etc.
Communication in business is usually designed to achieve specific purposes, such as providing information, make inquiries, providing an explanation, persuasion, confidence, making business, etc communication to inform is often an act promoting, notify, inform or reporting; it is usually intended to inform people about the new product line, price, names, addresses, etc. If the purpose of communication is to convince, the message is to be packaged with a view to move the audience to action by using words. This type of communication is ideal for advertising a product or motivate employees.
When communication is solely for business such as contracts, agreements, receipts, etc., the message has to be packaged in a way that leaves no room for misinterpretation or legal actions. In this type of communication, the emphasis is on accuracy and appropriate given information such as the date of conversion, the agreed terms and conditions, the agreed price, the dialogue and the currency, the names, addresses and signatures of the parties to the agreement, etc. The point made here is that to achieve effective communication, the message must be packaged to serve a specific purpose as well as the particular occasion of communication.
How to ensure communication in Business
It is important to note that poor or ineffective communication is responsible for the situation where the receiver does not understand what he or she has read or heard and the can not give any positive response. This implies that the hallmark of effective communication is well packed and just sent messages -. That is, a message that is able to attract reply receiver in the form of positive feedback
Language should be seen as the most important form of effective communication. Communicator will ensure that the language he or she uses is clear, accurate and consistent with the audience, purpose and occasion that the message is intended. Using informal language in a polite and formal record is required, for example, can leave message ineffective. ADO, or use unnecessarily complex structures can only create space for misinterpretation; hence the acronym “KISS”: Keep it short and simple
Also, the use of expressions, jargons and buzz-words that your audience is a stranger can create obstacles for them and thus prevent communication .. Where technical language and terms are used, they must be defined and interpreted in accordance with the knowledge of the audience. What is the purpose of communication, communicator will connect with the audience by using clear and concise language and remove any ambiguity or barrier so that the audience can have a full understanding of the message.
Effective communication is best achieved when the purpose central idea of the message is clear and subordinate ideas effectively and related primary purpose in natural convincingly. It is important to ensure that the material is placed in a proper and coherent series, with each team comprising one main idea that it is clearly stated and supported by appropriate, adequate and convincing points. To achieve context, new information must be related to previously discussed information in a way that engages the reader and reinforces the main point. Conclusion The message must restate the main purpose and specify the action to be.
ensure the correctness or linguistically is also an important component of effective communication, the ungrammaticality is disturbed meaning or undermine the credibility, thus blocking communication. It is very important to ensure that the rules of grammar and syntax are followed, the right words are used to convey intended meaning and punctuation reflect usage. Finally, all work will be proofread to ensure that the final copy is free of mechanical error.
Above all, it should be noted that the purpose of business communication is essentially, buying and selling. Business communication is usually about practical matters, such as products, prices, discounts, sales, delivery, payment and so on. The successful businessman is the one that reaches its goals, and to achieve their goals, he must communicate effectively through the clearness of expression. He has to present his message to their audiences in the clearest and most simple way.
Every business communication aims to apply some material and immediate response or action. Whether it is face to face meetings, telephone discussions, a sales letter, a letter of inquiry, memorandum or report, the aim is to get something done. For each company communication has to use a clear and compelling language in the appropriate actions in order to connect with the audience and invoke the desired response.